Seeking Personal Assistant to the Consul General

View Vacancy - PA to HM Consul General (ITA19.184)

The British Government is an inclusive and diversity-friendly employer. We value difference, promote equality and challenge discrimination, enhancing our organisational capability. We welcome and encourage applications from people of all backgrounds. We do not discriminate on the basis of disability, race, colour, ethnicity, gender, religion, sexual orientation, age, veteran status or other category protected by law. We promote family-friendly flexible working opportunities, where operational and security needs allow.

Job Category

Department for International Trade roles

Job Subcategory

Department for International Trade (DIT)

Job Description (Roles and Responsibilities)

A temporary vacancy has arisen for a one year contract (and potentially longer thereafter) for the post of Personal Assistant to the Consul General at the British Consulate General Milan. This is an exciting opportunity for a highly organised PA with strong communication skills. We are looking for someone who is proactive, organised and cares about details. We are an international organisation that requires a high adaptability to change. The successful candidate should start as soon as possible. Main purpose is to organize the day-to-day running of the office of the Consul General and provide support to the Deputy Consul General who manages operations and Corporate Services. 

The Department of International Trade (DIT) is the Government Department that helps UK-based companies succeed in the global economy. We also help overseas companies bring their high quality investment to the UK’s dynamic economy acknowledged as Europe’s best place from which to succeed in global business.

Main Duties and Responsibilities: 

To provide effective PA and administrative support to the Consul General, including managing diary and contact details, making travel arrangements, finalising correspondence, handling or redirecting as appropriate incoming e-mail and telephone enquiries, and arranging internal and external appointments. Scheduling of multiple team, management meetings and conference calls; To contribute to the Corporate agenda; Assistance in arranging visiting programmes for officials, Ministerial visits. To assist Rome colleagues in setting up the Ambassador’s visiting programmes in Milan. Transport coordination for such visits, transport plans. The role includes line managing the Consulate driver; To assist the Deputy Consul General in her role as Head of Operations for the Department of International Trade. Preparation and formatting of team and external presentations, documents and reports on a regular basis; To assist the Consul General in his role as Director of Department of International Trade Italy keeping business documents up to date, and helping to arrange meetings with the DIT Europe regional network. Managing expenses in line with company policy; To assist HMCG in organising institutional dinners and support to DIT teams with events as necessary. Communicate effectively with both internal and external stakeholders through both written and verbal communication; To assist other colleagues on, including management of Milan Consulate contacts database, leave planning calendars. Flexibility to support additional senior team members in accordance with business needs.

Essential qualifications, skills and experience

At least 2 years of proven experience as a PA supporting at a management level and/or experience in office administration environment; Experience in engaging with external and internal candidates; Previous admin experience and event management experience; Excellent oral and written skills in both English and Italian (C1 level under the Common European Framework of References for Languages, or equivalent); The ability to produce briefing reports and sit in on meetings and take minutes. You will be skilled collecting, recording, maintaining and reporting data. Excellent IT Skills, with the full range of Microsoft Office; Excellent organizational skills, particularly attention to detail and the ability to forward plan; Flexibility to cover at short notice. Desirable qualifications, skills and experience Flexibility to travel around Milan and to Rome.

Required competencies

Making Effective Decisions, Collaborating and Partnering, Managing a Quality Service, Delivering at Pace

Application deadline

28 April 2019

Grade

A2 (L)

Type of Position

Full-time, Temporary

Working hours per week

35

Region

Europe, Eastern Europe & Central Asia

Country/Territory

Italy

Location (City)

Milan

Type of Post

British Consulate General

Number of vacancies

1

Starting monthly salary (EUR)

2,312

Start Date

2 May 2019

Other benefits and conditions of employment

This is a full-time position of five working days 35 hours per week, graded at A2(L), for a contract period of one year, with the possibility of extension.

The monthly gross salary is Euro 2,312. The salary is paid monthly 14 times per year including € 10.33 EDR paid 13 times per year.

Working hours are 35 hrs per week Monday to Friday usually from 09.00-17.00. Some degree of flexibility is expected.

The appointment is subject to security clearance and the successful completion of four month probationary period. 

All staff employed by the British Consulate-General are subject to Italian income tax rate deductions (IRPEF). However the administration of these tax payments will vary depending on nationality. 

The successful candidate will be enrolled in the Italian State Social Security Scheme. 

Staff recruited locally by the British Consulate-General Milan are subject to terms and conditions of service according to local Italian employment law.

Visa/passport requirements: must currently hold the independent right to live and work in Italy and be prepared to ensure that right remains throughout the scope of the contract.

Additional information

Please note that the deadline for applications is 23:55 on the day mentioned in the above field “Application deadline”.

We advise you to allow enough time to complete and submit your full application, since only applications completed and submitted before the deadline will be considered.

Please be aware that the deadline for submitting applications is considered to be the time zone for the country where the vacancy has arisen.

Please be advised that the British Diplomatic Missions will not be able to meet the travel costs incurred when travelling to the interview, nor the costs connected with relocation if offered a job.

  • Please note Common European Framework of Reference for Languages: Learning, Teaching, Assessment indicates Level C1 as Mastery or proficiency Level which comprehends that a person can understand with ease virtually everything heard or read; can summarize information from different spoken and written sources, reconstructing arguments and accounts in a coherent presentation; can express themselves spontaneously, very fluently and precisely, differentiating finer shades of meaning even in the most complex situations. For more information please click on the following link CEFR. Please bear in mind in case you are invited for an interview your languages skills are going to be assessed.

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